28. Resolution Approving the Acceptance of Contract Funds from the California Department of Social Services (CDSS)
Department(s):
Recommended Action: 1. Adopt a resolution approving the acceptance of contract funds from CDSS for startup funding for after school care and full day camps for child care and development programming.
RESOLUTION NO. 2024-XXX entitled A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF SANTA ANA ACCEPTING CONTRACT FUNDS FROM THE
CALIFORNIA DEPARTMENT OF SOCIAL SERVICES FOR PROVISION OF CHILD
CARE AND DEVELOPMENT SERVICES AND AUTHORIZING THE CITY
MANAGER OR DESIGNEE TO NEGOTIATE AND EXECUTE ANY AGREEMENTS
OR AMENDMENTS THERETO THAT MAY BE NECESSARY
2. Approve the agreement with CDSS for child care and development programming (Agreement No. A-2024-XXX).
3. Approve an appropriation adjustment for program startup funding to recognize $915,583 from the CDSS in the PRCSA Revenue Account, Center Programs (13113002-53301) and appropriate the same amount in the PRCSA, Child Development Services expenditure accounts (13113251-various). (Requires five affirmative votes)
4. Adopt a resolution amending the current fiscal year 2024-2025 annual budget to adjust full-time positions in the Parks, Recreation, and Community Services Agency, including additions and a reallocation. (Requires five affirmative votes) RESOLUTION NO. 2024-XXX entitled A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA TO AMEND THE CURRENT FISCAL YEAR 2024- 2025 ANNUAL BUDGET TO ADD FULL-TIME POSITIONS IN THE PARKS,
RECREATION AND COMMUNITY SERVICES AGENCY
EXHIBIT 1
Parks, Recreation, and Community Services Agency
www.santa-ana.org/parks
Item # 28
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
November 19, 2024
TOPIC: Child Care and Development Programming
AGENDA TITLE
Resolution Approving the Acceptance of Contract Funds from the California Department of Social Services (CDSS)
RECOMMENDED ACTION
1. Adopt a resolution approving the acceptance of contract funds from CDSS for startup funding for after school care and full day camps for child care and development programming.
RESOLUTION NO. 2024-XXX entitled A RESOLUTION OF THE CITY COUNCIL OF
THE CITY OF SANTA ANA ACCEPTING CONTRACT FUNDS FROM THE
CALIFORNIA DEPARTMENT OF SOCIAL SERVICES FOR PROVISION OF CHILD
CARE AND DEVELOPMENT SERVICES AND AUTHORIZING THE CITY MANAGER
OR DESIGNEE TO NEGOTIATE AND EXECUTE ANY AGREEMENTS OR
AMENDMENTS THERETO THAT MAY BE NECESSARY
2. Approve the agreement with CDSS for child care and development programming (Agreement No. A-2024-XXX).
3. Approve an appropriation adjustment for program startup funding to recognize $915,583 from the CDSS in the PRCSA Revenue Account, Center Programs (13113002-53301) and appropriate the same amount in the PRCSA, Child Development Services expenditure accounts (13113251-various). (Requires five affirmative votes)
4. Adopt a resolution amending the current fiscal year 2024-2025 annual budget to adjust full-time positions in the Parks, Recreation, and Community Services Agency, including additions and a reallocation. (Requires five affirmative votes) RESOLUTION NO. 2024-XXX entitled A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA TO AMEND THE CURRENT FISCAL YEAR 2024-2025
ANNUAL BUDGET TO ADD FULL-TIME POSITIONS IN THE PARKS, RECREATION
AND COMMUNITY SERVICES AGENCY
EXHIBIT 1
Child Care and Development Programming
November 19, 2024
4 6
4 7
GOVERNMENT CODE §84308 APPLIES: Yes
DISCUSSION
The City of Santa Ana Parks, Recreation, and Community Services Agency (PRCSA) applied for contract funds from California’s General Child Care and Development (CCTR) program operated through CDSS. CDSS accepted the application for funding from PRCSA to implement an after-school program and full day summer day camp for students ages five to thirteen, in grades first through sixth.
The after-school program will take place weekly between the hours of 3:00 and 6:00 p.m., with modified programming hours on Wednesdays to be in alignment with the Santa Ana Unified School District Elementary School bell schedule. The full-day summer day camp will take place for 10 weeks during summer recess from 7:00 a.m. to 5:30 p.m. Each location will be able to serve a minimum of 28 participants, with larger centers hosting as many as 56 participants.
By leveraging existing partnerships PRCSA has developed with community-based organizations, the program will focus on enrichment activities and recreation programing including dramatic and creative arts, music, Science, Technology, Engineering, Art, Mathematics (S.T.E.A.M.) curriculum, athletic activities, homework assistance, and much more. The summer day camp will mirror the current Summer Splash Day camp format including access to arts and crafts activities, outdoor play, Learn-to-Swim Lessons, Recreation Swim Opportunities, and weekly excursions and activities related to themed-weeks throughout summer recess.
The program consists of low to no-cost care for qualified families who meet the income guidelines provided by the State for CDSS Contract Programs (Exhibit 4). The intake and application process will determine if families are responsible for any costs associated for their children to participate in the program.
Program Location Estimated Program Opening
Timeframe
Maximum
Amount of
Participants
Garfield Community Center Spring 2025 28
Salgado Recreation Center Fall/Winter 2025 56
Jerome Recreation Center Fall/Winter 2025 56
El Salvador Community Center Fall/Winter 2025 28
Action taken to accept this contract will assist up to 515 school-age participants and their families by providing consistent after school and summer day camp care at up to seven PRCSA sites throughout the City. The initial planned program locations that have been identified as the first to go through the licensing process are Garfield Community Center, El Salvador Community Center, Jerome Recreation Center, and Salgado EXHIBIT 1
Child Care and Development Programming
November 19, 2024
4 6
4 7
Recreation Center. Additional PRCSA programming locations will be evaluated to determine if CIP considerations are needed to align with licensing requirements.
After hiring the recently approved Full-time Site Director classification, the process of obtaining facility licenses will begin. The Site Director is required to attend a Child Care Centers Orientation as well as an Operations and Recordkeeping Orientation. Once certified in both Child Care Centers and Operations and Record Keeping, the Site Director will submit applications for each of the identified centers to become a licensed California State Child Care Provider. The overall process can take up to one to three months, depending on the readiness of each facility and meeting the current guidelines set forth by the State of California.
Initial licensing fees total $968 with recertification fees totaling $484 that are paid annually and can be renewed without issue, as long as there are no new requirements designated by State governing bodies. The City is not required to have additional insurance, as we currently provide similar childcare with our drop-in programs after school and our summer day camps.
Programming would include partnership agreements with local community-based organizations to provide additional enrichment and learning opportunities for participants.
PRCSA Headcount
To begin Phase 1 of licensing and enrollment as part of the CDSS Contract, PRCSA needs the addition of four (4) positions to PRCSA’s overall personnel headcount. This includes one (1) Full-time Site Director, one (1) Full-time Site Teacher, one (1) Full-time Teacher’s Aide, and one (1) Senior Management Analyst.
Recruitment for the initial Site Director will take place immediately after contract approval, as this position is critical in establishing required Child Care Center licensing and program build out. The Senior Management Analyst will follow. PRCSA Staff will act as the liaison between the Site Director and Recreation Division and will assist in bridging the processes of licensing, reporting, purchasing, and enrollment for the CDSS contract with the standards and operation requirements set forth by the City.
After successfully licensing the initial PRCSA facilities, Phase 2 of program build out will commence with the hire of Full-time Site Teachers and Full-time Teacher’s Aides.
These supporting roles are necessary for enrollment of participants and implementation of the program under the supervision of the Site Director.
Pursuant to Section 609 of the City Charter, a budget amendment requires an affirmative vote of at least two-thirds (2/3) of the City Council.
EXHIBIT 1
Child Care and Development Programming
November 19, 2024
4 6
4 7
ENVIRONMENTAL IMPACT
There is no environmental impact associated with this action.
FISCAL IMPACT
The City will receive initial startup funding in the amount of $915,583, of the tentative award amount of $6,691,179. Startup funds will be used to cover the cost of new staff, licensing, training, program equipment, and facility upgrades required by the State, as well as community engagement workshops for potential program participants and their families.
With approval of the appropriation adjustment, funds will be budgeted and available in the following account for fiscal year 2024-2025 and any remaining balance not expended at the end of the fiscal year will be carried forward into fiscal year 2025-2026:
Fiscal
Year
Accounting Unit-
Account #
Fund
Description
Accounting Unit,
Account Description
Amount
24-25 13113251-VariousMiscellaneous PRCSA-Child Development Services-Various
$915,583
After initial startup funding, contract payments will be received through disbursements based on program participation and attendance as certified by PRCSA Staff with quarterly audits. The balance of the contract amount will be budgeted during the City’s fiscal year 2025-2026 budget process. Funding for this program will be ongoing contingent upon the City maintaining qualified enrolled participants as mandated by CDSS. State governing bodies have the right to withdraw or extend additional funds based on the needs of the State Budget. Historically, this program has maintained funding to keep certified programs that are in good standing active without major disruptions to service levels.
Funds received from CDSS are for the exclusive use of this contract and cannot be used to supplement other programs, staffing, or additional budget items for PRCSA or the City of Santa Ana.
EXHIBIT(S)
1. Proposed Award Letter
2. Resolution Accepting Contract Funding
3. Resolution Amending Current Fiscal Year Budget to Adjust Full-time Positions in PRCSA
4. State Income Guidelines for FY 24/25
Submitted By: Hawk V. Scott, Executive Director of Parks, Recreation, and Community Services
Approved By: Alvaro Nuñez, City Manager
EXHIBIT 1
May 23, 2023
City of Santa Ana Parks and Rec
Hawk Scott
20 Civic Center Plaza, M-23
Santa Ana 92701
SUBJECT: FISCAL YEAR 2022–23 GENERAL CHILD CARE AND DEVELOPMENT
PROGRAM EXPANSION FUNDS REQUEST FOR APPLICATION, ROUND TWO Dear Hawk Scott
The California Department of Social Services (CDSS), Child Care and Development Division (CDDD), is pleased to inform you that your application received a score of 79 and your agency will be receiving a proposed award amount of $6,718,488.00.
As set forth in the Request for Applications, agencies selected for funding were determined by the following priority order:
1. Allocated Counties
2. Local Child Care and Development Planning Council priority order
3. Highest score order
Please note that this letter is not a contractual agreement, and no award money is final until a contract has been fully executed, which occurs when both parties have signed the contract. Prior to that time, the CDSS has the right to conduct additional due diligence to ensure that the award agency can fulfill all programmatic and fiscal requirements. Upon completion of contract negotiations, your agency will be mailed a contract for your signature. Any costs incurred outside the performance period of a fully executed contract may not be reimbursed. Contracts for subsequent fiscal years (July 1 through June 30, annually) are renewed each spring through a continued funding application process and are subject to CDSS approval.
Please note that the contract process takes time based on when the funding is released to the CDSS following the enactment of the state budget. A Fiscal Analyst will provide EXHIBIT 1
technical assistance during the contract process to ensure that your contract is appropriately funded and to advise you on submission of expenditures eligible for reimbursement, based on when you begin operations.
The CDSS looks forward to maintaining an ongoing positive relationship in support of families and children of California.
If you have any questions regarding this subject, please contact the Funding Application Unit at [email protected].
Sincerely,
Lupe Jaime-Mileham, EdD,
Deputy Director
Child Care and Development Division
EXHIBIT 1
Resolution No. 2024-XXX
RESOLUTION NO. 2024-XXX
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
SANTA ANA ACCEPTING CONTRACT FUNDS FROM THE
CALIFORNIA DEPARTMENT OF SOCIAL SERVICES FOR
PROVISION OF CHILD CARE AND DEVELOPMENT
SERVICES AND AUTHORIZING THE CITY MANAGE R OR
DESIGNEE TO NEGOTIATE AND EXECUTE ANY
AGREEMENTS OR AMENDMENTS THERETO THAT MAY
BE NECESSARY
WHEREAS, the Legislatu re and Governor of the State o f California have approved funds for child care and development services; and WHEREAS, the California Departmen t of So cial Services (“CDSS”) ha s been delegated the responsibility for the administration of the contracts for such funding; and WHEREAS, the City’s Parks, Recreation and Community Services Agency submitted an application on behalf of the City to receive funds for child care and development services; and
WHEREAS, the City was notified that it has been selected fo r a proposed award in an amount not to exceed $6,718,488; and
WHEREAS, CDSS requires, as a condition precedent to the award, that a resolution must be adopted in order to certify the approval of the City Council to enter into a transaction with the CDSS for the purpose of providing child care and development services and to authorize designated personnel to sign contract documents for Fiscal Year 2024-25.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Santa Ana as follows:
Section 1. The City Council of the City of Santa Ana hereby agrees to the terms and authorizes entering into the Local Agreement with the State of California, attached as Exhibit A, and that the designated personnel below are authorized to execute any additional documents regarding the child care and development funding on behalf of the City.
Section 2 The City Council of the City of Santa Ana hereby authorizes the City Manager, or their designee, on terms acceptable to the City Attorney, to execute any documents that are necessary to accept the grant award described herein from the California Department of Social Services.
EXHIBIT 1
Resolution No. 2024-XXX
Section 3. This Resolution shall take effect immediately upon its adoption by the City Council and the City Clerk shall a ttest to and certify the vote adopting this Resolution.
ADOPTED this _____ day of November, 2024.
_______________________
Valerie Amezcua
Mayor
APPROVED AS TO FORM:
Sonia R. Carvalho, City Attorney
By:_____________________
Brandon Salvatierra
Deputy City Attorney
AYES: Councilmembers _______________________________________
NOES: Councilmembers _______________________________________
ABSTAIN: Councilmembers _______________________________________
NOT PRESENT: Councilmembers _______________________________________
EXHIBIT 1
Resolution No. 2024-XXX
CERTIFICATE OF ATTESTATION AND ORIGINALITY
I, Jennifer L. Hall, City Clerk, do hereby attest to and certify the attached Resolution No. 2024-____ to be the original resolution a dopted by the City Council of the City of Santa Ana on November ___, 2024.
Date: ________________ ____________________________________ City Clerk
City of Santa Ana
EXHIBIT 1
EXHIBIT A
EXHIBIT 1
LOCAL AGREEMENT FOR CHILD DEVELOPMENT SERVICES
CONTRACTOR'S NAME:
DATE:
CONTRACT NUMBER:
PROGRAM TYPE:
PROJECT NUMBER:
CITY OF SANTA ANA PARKS AND RECREATION
CCTR-4390
30-C101-00-4
STATE OF CALIFORNIA
F.Y.
July 01, 2024
GENERAL CHILD CARE &
DEV PROGRAMS
24 - 25
This Agreement is entered into between the State Agency and the Contractor named above. The Contractor agrees to comply with the terms and conditions of the CURRENT APPLICATION; GENERAL TERMS AND CONDITIONS (GTC 04/2017)*; the GENERAL CHILD CARE AND DEVELOPMENT PROGRAM REQUIREMENTS (Program Requirements)*; the FUNDING TERMS AND CONDITIONS (FT&C)*, as approved by the State Agency referenced at:
https://www.cdss.ca.gov/inforesources/child-care-and-development/contractor-resources. Where the GTC 04/2017 conflicts with either the Program Requirements or the FT&C, the Program Requirements or the FT&C will prevail.
Funding of this Agreement is contingent upon appropriation and availability of sufficient funds. This Agreement may be terminated immediately by the State if funds are not appropriated or available in amounts sufficient to fund the State's obligations under this Agreement.
The period of performance for this Agreement is July 01, 2024 through June 30, 2025. For satisfactory performance of the required services, Effective November 9, 2022, the service county reimbursement rate as provided in CCB NO. 22-32:
https://cdss.ca.gov/Portals/9/Additional-Resources/Letters-and-Notices/CCBs/2022/CCB_22-32.pdf?ver=2022-11-10-135821-41 0 is applicable to the sites, as located in the service counties, approved by the Child Care Development Division and indicated in the Child Development Management Information System (CDMIS), the Minimum Days of Operations (MDO), which is based on the approved program calendar, and the Maximum Reimbursable Amount (MRA) of $915,583.00 Up to $915,583.00 of the MRA may be expended as one-time-only start-up costs in accordance with WIC 10300 and the Funding Terms and Conditions.
During the term of this Agreement, the Agreement Rate, the MDO and the MRA may be adjusted through an Allocation Letter issued to the Contractor by State Agency.
SERVICE REQUIREMENTS
Minimum Days of Operation (MDO): 12
Any provision of this Agreement found to be in violation of Federal or State statute or regulation shall be invalid but such a finding shall not affect the remaining provisions of this Agreement.
Items shown with an asterisk (*), are hereby incorporated by this reference and made part of this Agreement as if attached hereto. Amendments to any of these asterisked documents during the term of this Agreement shall be incorporated by reference as of the date issued by State Agency without need for formal amendment. https://www.cdss.ca.gov/inforesources/child-care-and-development/contractor-resources .
STATE AGENCY: CALIFORNIA DEPARTMENT OF SOCIAL SERVICES
$
$
AMOUNT ENCUMBERED BY THIS
DOCUMENT
PRIOR AMOUNT ENCUMBERED FOR
THIS CONTRACT
TOTAL AMOUNT ENCUMBERED TO
DATE
STATUTE FISCAL YEARCHAPTER
OBJECT OF EXPENDITURE (CODE AND TITLE)
ITEM
(OPTIONAL USE)
FUND TITLEPROGRAM/CATEGORY (CODE AND TITLE)
702
13254-C101
915,583
2024-20252024
Child Development Programs General
915,583
5180-101-0001 B/A
30.10.020.001
SACS: Res-6105 Rev-8590
9990
$
0 IMPORTANT: Signature is not required.
EXHIBIT 1
Resolution 2024-XXX
RESOLUTION NO. 2024-XXX
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA TO AMEND THE CURRENT FISCAL YEAR 2024 -2025 ANNUAL BUDGET TO ADD
FULL-TIME POSITIONS IN THE PARKS, RECREATION AND COMMUNITY SERVICES AGENCY.
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SANTA ANA AS FOLLOWS:
Section 1: The City Council hereby finds, determines, and declares as follows:
A. On June 18, 2024, the City Council passed and adopted Ordinance no. NS - 3067, establishing the City’s Budget for Fiscal Year 2024-2025 and authorizing position allocations for the Fiscal Year 2024 -2025. The Ordinance also sets forth the requirement that alterations in the allocation of authorized positions be reviewed and approved by Council.
B. On October 1, 2024, the City Council approved an appropriation adjustment to carryover unspent amounts from Fiscal Year 2023 -2024 to Fiscal Year 2024 - 2025.
C. The Executive Director of the Parks, Recreation and Community Services Agency requests to amend the Fiscal Year 2024 -2025 budget to add one (1) Site Director, one (1) Site Teacher, one (1) Teacher’s Aide, and one (1) Senior Management Analyst.
D. It is now desired to amend the Fiscal Year 2024 -2025 budget, as amended in order to effect this change, as shown below.
Section 2: The City’s annual budget for Fiscal Year 2024 -2025, as amended, is hereby further amended to add the following position s in the Parks, Recreation & Community Services Agency, at the monthly seven-step range as indicated:
7-Step Salary Rate Range Effective November, 19, 2024
Classification Title
Number of
Positions Added
Scale Monthly Salary
Minimum-Maximum
Site Director 1 656 $5,438 - $7,287
Site Teacher 1 626 $4,696-$6,295
Teacher’s Aide 1 576 $3,678-$4,931
EXHIBIT 1
Resolution 2024-XXX
Section 3: The City’s annual budget for Fiscal Year 2024 -2025, as amended, is hereby further amended to add the following position in the Parks, Recreation & Community Services Agency, at the monthly five-step range as indicated:
5-Step Salary Rate Range Effective November 19, 2024
Classification Title
Number of
Positions Added
Scale
Monthly Salary
Minimum-Maximum
Senior Management
Analyst 1 707 $8,641-$10,501
Section 4: All classification salary rate ranges are set forth in the City's "Salary Schedule" as periodically updated.
Section 5: That except as amended by this r esolution, all other provisions of the Ann ual Budget for the Fiscal Year 2024-2025, as amended, shall remain in full force and effect.
Section 6: This Resolution is operative from and after the date upon which it is adopted.
ADOPTED this 19th day of November 2024.
___________________________
Valerie Amezcua
Mayor
APPROVED AS TO FORM:
Sonia R. Carvalho, City Attorney
By: __________________
Laura A. Rossini
Chief Assistant City Attorney
AYES: Councilmembers
NOES: Councilmembers
ABSTAIN: Councilmembers
NOT PRESENT: Councilmembers
EXHIBIT 1
Resolution 2024-XXX
CERTIFICATE OF ATTESTATION AND ORIGINALITY
I, City Clerk, do hereby attest to and certify the attached Resolution No. 2024-XXX to be the original Resolution adopted by the City Council of the City of Santa Ana on November 19, 2024.
Date: ___________________ ____________________________ City Clerk
EXHIBIT 1
Monthly Part-
time Fee
Family Size
1 or 2
Family Size
3 Family Size
4 Family Size
5 Family Size
6 Family Size
7 Family Size
8 or more
$29.05 5,819 6,593 7,687 8,917 10,147 10,378 10,608
$29.45 5,897 6,681 7,790 9,036 10,282 10,516 10,750
$29.85 5,975 6,768 7,892 9,155 10,417 10,654 10,891
$30.25 6,052 6,856 7,995 9,274 10,553 10,793 11,032
$30.60 6,130 6,944 8,097 9,393 10,688 10,931 11,174
$31.00 6,207 7,032 8,200 9,511 10,823 11,069 11,315
$31.40 6,285 7,120 8,302 9,630 10,959 11,208 11,457
$31.80 6,362 7,208 8,405 9,749 11,094 11,346 11,598
$32.20 6,440 7,296 8,507 9,868 11,229 11,484 11,740
$32.55 6,518 7,384 8,609 9,987 11,365 11,623 11,881
$32.95 6,595 7,472 8,712 10,106 11,500 11,761 12,023
Monthly Full-
time Fee
Family Size
1 or 2
Family Size
3 Family Size
4 Family Size
5 Family Size
6 Family Size
7 Family Size
8 or more
$58.10 5,819 6,593 7,687 8,917 10,147 10,378 10,608
$58.90 5,897 6,681 7,790 9,036 10,282 10,516 10,750
$59.70 5,975 6,768 7,892 9,155 10,417 10,654 10,891
$60.50 6,052 6,856 7,995 9,274 10,553 10,793 11,032
$61.20 6,130 6,944 8,097 9,393 10,688 10,931 11,174
$62.00 6,207 7,032 8,200 9,511 10,823 11,069 11,315
$62.80 6,285 7,120 8,302 9,630 10,959 11,208 11,457
$63.60 6,362 7,208 8,405 9,749 11,094 11,346 11,598
$64.40 6,440 7,296 8,507 9,868 11,229 11,484 11,740
$65.10 6,518 7,384 8,609 9,987 11,365 11,623 11,881
$65.90 6,595 7,472 8,712 10,106 11,500 11,761 12,023
Jul-24
End Worksheet
Monthly Full-time
Based on 2022 American Community Survey (2022ACS)
Information provided by California Department of Finance, April 2024 California Department of Social Services
Directions for worksheet: Monthly Part‐time table begins at cell A6 and ends at cell H 17. Monthly Full‐time table begins at cell A19 and ends at cell H 30. All information is aligned to column A.
Family Monthly Fee Schedule
California Department of Social Services – Effective: July 1, 2024 State enrollment cutoff = 85% of 2024 State Median Income (SMI) from CA DOF (2022 ACS) Monthly Part-time
EXHIBIT 1